Facility Workforce Management

Cleaners, maintenance staff and security spread over many buildings. How facility service companies know who is where, prove the work was done and deal with requests from tenants.

Published 2 June 2026 · 3 min read

Facility service companies run small teams in lots of buildings at once: cleaners in offices, maintenance technicians in malls, porters in hospitals, groundskeepers on campuses. The client pays for results they hardly ever see being produced, so the company's credibility rests on the right people turning up and on proof that the work was done.

The three questions every client asks

Were your people there? Attendance at each site, with times, is where every facility contract dispute starts.

Did they do the work? A checklist per area or per round, with photos where they matter, turns "the washrooms were cleaned" into evidence.

What happens when we report something? Whether it's a broken light, a leak or a spill, the client wants to report it once and know it will be dealt with.

Attendance across sites

Staff usually start at the site and never come to your office, and some move between sites during the day. Clock-ins from the phone with location show who was where and when. See cleaning staff attendance and job tracking.

Routine work

Most facility work repeats: daily cleaning rounds, weekly deep cleans, monthly maintenance checks, quarterly window cleaning. Set each one up once so it appears on schedule with its checklist attached. See preventive maintenance software.

Proof of work

Use a short checklist per area, filled in on the phone, with photos of the finished result in high-visibility spaces such as washrooms, receptions and kitchens. It protects your staff as much as it reassures the client.

Requests from the building

Tenants and building managers report issues all the time. Give them one place to raise requests and a clear answer about what happens next: accepted and scheduled, or declined with a reason. See service request management.

What to measure

Attendance against the rota, per site.
Routine tasks completed on schedule.
Requests closed, and how quickly.
Complaints per site, and what caused them.

In Movtro

A facilities company's dashboard in Movtro: today's jobs across the buildings it looks after, each in its own stage, and what needs attention.

In Movtro, staff clock in and out on their phone with location and accuracy recorded, and get reminders if they haven't clocked in or out. It works without signal. Each building is a site with access notes. Routine rounds run as recurring jobs with checklists, created ahead of time and flagged when overdue. Staff answer checklists and add photos on their phone, and required questions have to be answered before a job can be completed. A question can be a tick, yes/no/N-A, a reading, short text, a pick-list or a photo of the step. You can give building managers portal access so they can raise requests and follow the work at their sites. Leave, expenses and payroll run in the same system.

Movtro does not build shift rosters. Each person's working hours are set by day of the week, and there are no patrol checkpoints.

See field service checklists and cleaning staff attendance, or start free.